General characteristics
The office coordinator performs a variety of administrative support functions including agenda management for the Head of Office, mission budget monitoring, financial administration, correspondence, consular administrative support; liaises with the local government concerning the application and administration of diplomatic privileges; responds to service requests from clientele; and performs other duties as required.
Description of duties
Clerical support services in the field of personnel:
Examples:
- Clerical support services such as maintaining various databases, staff lists and schedules, arranging for diplomatic identity cards and visas.
- Coordinating and supervising local domestic staff by giving them guidance and drawing up duty rosters.
Clerical support services in the field of financial administration:
Examples:
- Assists in basic financial administration such as preparation of payment to suppliers through cheques and transfers, collection of bank documents and cashing of cheques for the office petty cash.
- Archiving documents of the financial administration.
- Preparing and keeping up to date financial spreadsheets.
- Preparing vouchers for payments and cash received.
- Preparation of projected payments for the month ahead.
Clerical support services in the field of the compound maintenance and housing:
Examples:
- Informing staff posted abroad on housing matters assisting with removals, coordinating customs clearance of goods, etc.
- Managing contents and office requisites (technical equipment, office equipment, official cars) for the chancery.
- Supervising deliveries of fuel, and other incidental works on the compound
Other work:
Examples:
- Event management, involved in event organising and receptions.
- Any other duty that may be required.
Working environment
You will be a member of the Netherlands Embassy in South Sudan.
Information about the team
The Embassy of the Kingdom of the Netherlands in Juba employs 17 personnel, half of them are on a local contract and the other half are expatriate staff.
The office coordinator is working as part of the ‘general affairs’ cluster for which overall responsibility lies with the Ambassador. The office coordinator falls under direct responsibility of the Head of Internal Affairs. The department of internal affairs consists of 6 employees headed by Head of Internal Affairs.
Job requirements
- strong organizational, planning and time management skills
- strong communication skills (verbally and in writing) in English
- strong sense of client service
- effective personal relationships, tact and courtesy
- discretion
- good judgement
- flexibility
- sense of cooperation
- integrity
- Initiative
- Accurate
Post-Secondary training in business administration or a related field OR an acceptable combination of education, training and work experience related to the duties and specific areas of competence required by the position.
Knowledge and skills
Knowledge:
- of general administrative services
- of the upkeep of electronic or hard copy files and records
- of data base, word processing and spreadsheet software
Skills:
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to communicate effectively (verbally and in writing) in English
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strong organizational, planning and time management skills
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to prepare routine correspondence
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to keep files and records up to date
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to plan and organize events and conferences
-
to work independently and in a team
-
to solve problems
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financial management skills
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computer literate( Word, Excel, database)
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to prepare routine correspondence
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to keep files and records up to date
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to analyze data and information in order to make recommendations
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to plan and organize events and conferences
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to work independently and in a team.
Contacts
- With staff to inform them about housing matters.
- With staff, to exchange information on observed inadequacies in housing and home contents.
- With management staff, on the planning and completion of work.
- With local government and other bodies and firms, concerning customs clearance of goods, obtaining documents, arranging medical examinations, etc.
- With maintenance firms, to provide information on the progress and completion of maintenance work, breakdown repairs, etc.
- With HQ contacts in The Hague.
How to apply
• Please submit a detailed CV as well as an application letter with an explanation as to why you would be the best candidate for the position and why you would like to work with the Dutch Embassy in Juba.
• Please ensure you include contact details for three references; one of these should be your current employer.
• Applications must be submitted by 22 January 2020 by email to info@imatongemploy.com Please indicate the position you are applying for in the email title. Email applications are strongly preferred and your email will be acknowledged. If impossible, please drop applications at the Rift Valley Institute office in Hai Kuwait during office hours.
• Only short-listed candidates will be contacted, by e-mail or by phone.
This position is open to all South Sudanese nationals.